Headdrop

Privacy Policy

Effective from [PUBLICATION DATE]. Applies to the Headdrop iPhone app and the headdrop.app website. The Polish version is the binding one. This is a translation.

Headdrop stores what you say or type. It does that on a server in the European Union. To understand the content it uses OpenAI. We do not sell data and show no ads. The details follow.

1. Data controller

The controller of your personal data is:

[CONTROLLER NAME: person or company]
[ADDRESS]
e-mail: [email protected] [or another controller e-mail]

Write to that address about anything concerning your personal data. We have not appointed a data protection officer. At this scale it is not required.

2. What data we process

  • Account. You sign in with “Sign in with Apple”. Apple gives us a stable identifier of your account and an e-mail address. That is your real address or an Apple relay address, if you choose “Hide My Email”. You enter your first name in the app yourself. The people you share a list with can see it.
  • Content. Your thoughts, that is the text you type and your voice recordings. Their transcripts. The entries made from them: tasks, notes, lists and ideas, with their due dates and categories. Also what you add to an entry later (“Dopowiedz”, add on).
  • Notifications. The device token for push notifications (APNs). Your notification and quiet-hours settings.
  • Usage. Daily counters of AI analyses and recording minutes, needed for the limits. Your subscription state once you buy Headdrop Pro: the Apple transaction identifier, never a card number. Apple handles the payment.
  • Technical data. Server logs with the IP address, request time and account identifier. They protect against abuse, apply rate limits and help find errors. Requests also tell us the app and OS versions.
  • Time zone and language from the app settings, so due dates and reminders are in your local time.

What we do not collect. The app reads your iPhone calendar only on the device, to show meetings on the day’s timeline. Events never reach the server or the AI. We collect no location and no contacts. There are no advertising identifiers, no third-party analytics and no ads.

3. Purposes and legal bases

  • Providing the service (Art. 6(1)(b) GDPR, contract): running your account, storing entries, transcribing recordings, turning thoughts into entries with AI, reminders, sync between your devices, shared lists, counting limits and subscriptions.
  • Security and operation (Art. 6(1)(f), legitimate interest): logs, rate limits, backups, finding errors.
  • Legal obligations (Art. 6(1)(c)): accounting, complaints, responses to lawful requests from authorities.
  • Consent (Art. 6(1)(a)): the iOS permissions for notifications, the microphone and the calendar. You grant them in the system dialog. You withdraw them in the iPhone Settings. Without them the app works in a narrower scope.

We make no decisions about you based solely on automated processing. The AI organises your texts. It does not profile you for marketing.

4. Who processes data for us (sub-processors)

  • Hetzner Online GmbH (Germany). The server running Headdrop, the database and the recording files. The data stays in the European Union.
  • OpenAI (OpenAI, L.L.C., USA; for EEA customers under contract with OpenAI Ireland Ltd). It transcribes recordings and analyses your thoughts so entries can be made from them. We use the business API. OpenAI does not use this data to train its models. It may keep the data for up to 30 days, only to detect abuse, and then deletes it. OpenAI receives the content of thoughts and recordings and the necessary context, for example your lists when you add to one. It does not receive your e-mail or account identifier.
  • Apple Inc. Sign in with Apple, delivery of push notifications (the reminder text passes through Apple’s servers) and payments for Headdrop Pro in the App Store. Apple processes payment data as an independent controller, under its own privacy policy.

We pass data to no one else unless the law requires it.

5. Transfers outside the European Economic Area

Your data is stored in the EU. The only transfer outside the EEA is the processing of content by OpenAI, which may take place in the USA. It rests on the European Commission’s standard contractual clauses in our data processing agreement with OpenAI. Where applicable, it also rests on the Commission’s adequacy decision for the EU–US Data Privacy Framework. Apple may process notification and payment data outside the EEA under its own safeguards.

6. How long we keep data

  • Account and entries. Until you delete your account (Settings → Delete account). We then delete everything: entries, recordings, transcripts, notification tokens and shares. Archived entries are deleted for good when you remove them from the Archive, or automatically after the period shown in the app.
  • Voice recordings. Audio files are deleted 90 days after recording. The transcript and the entries stay. You can delete a recording earlier together with its entry.
  • Server logs. Up to 30 days.
  • Backups. Deleted data may remain in backups for up to 14 days. After that it is gone from there too.
  • Subscription billing data. For as long as tax law requires, and until claims are time-barred.

7. Your rights

You have the right to:

  • access your data and information about its processing;
  • rectification: you correct entries and your name in the app;
  • erasure: you delete single entries in the app and the whole account in Settings → Delete account, immediately and with no questions asked;
  • portability and export: you download a copy of all your data in the app, any time: Settings → Account → “Download your data” (Pobierz swoje dane). You get a ZIP with your entries as JSON and Markdown, the recordings still on the server and a short readme. The share sheet opens, so you can keep it in Files or send it on. A single note can also be sent from the app (“Send as text”). If you prefer, write to [email protected] from the e-mail address linked to your account. We answer within 30 days;
  • restriction of processing and objection to processing based on legitimate interest;
  • withdraw consent at any time (iPhone Settings → Headdrop), without affecting earlier processing;
  • lodge a complaint with the President of the Polish Personal Data Protection Office (UODO, ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl), or with the supervisory authority of your own country, if you believe we process data unlawfully.

To exercise your rights, write to [email protected]. We may ask you to confirm that the account is yours, for example with a message from the e-mail address linked to it.

8. Shared lists and notes

When you share a list or a note with someone, they see its title and content. They also see your first name from the app and the first names of the other participants. They can check items off, add items and edit the note’s text. You see the participants’ names and can revoke access at any time. A participant can leave the list. Beyond that one list or note nothing is shared: no other entries and no e-mail address. When you delete your account or the entry, it disappears for the participants too. An invitation link works for 7 days and only once. Do not send it to people you do not want to give access.

9. Children

Headdrop is for people aged 13 and over. We do not knowingly collect data of younger children. If you are a parent or guardian and believe a child has created an account, write to us. We will delete it.

10. Security

Connections are encrypted (TLS). Sign-in tokens live in the iPhone’s secure storage (Keychain). Database access is restricted at the row level to the account the data belongs to. One account cannot read another’s entries. Only the administrator has administrative access to the server.

11. Changes to this policy

We will announce material changes in the app before they take effect. The current version is always at headdrop.app/en/privacy, with the date at the top.